An Internal Approval reminder pauses a track until a nominated approver signs off. It is built for steps that should not go ahead without a manager's say-so, such as a vendor letter, and it keeps the whole approval conversation on the record.
This article covers what an approval reminder does, how to add one to a track, and what happens while a task is waiting.
What Is an Approval Reminder?
Internal Approval is a reminder type you can use anywhere in a track. When the track reaches that step, an approval request goes to the approver you nominated, and the rest of the track stops until the request is answered.
It gives you three things a normal reminder does not:
- The track cannot skip ahead. Later steps do not release until the approval is granted, so a sign-off cannot be missed by accident.
- A record of the decision. The approver can approve or reject, and the full communication history is saved automatically.
- Everyone is told. Both the assignee and the approver receive email notifications when a request is made and when it is answered.
Before You Start 🔒
- You need a Track Templates privilege to add or edit reminders on a track. See Admin, Settings & Other Lists: Merge Templates & Tracks: Sharing and Permissions.
- Decide who the approver should be before you build the step, since you select them on the reminder itself.
How Do I Add an Approval Reminder to a Track?
- Select Tracks, Merge & Brochures from the main menu.
- Select Tracks on the left side.
- Open an existing track, or create a new one.
- Click the red plus button to add a new reminder.
- Set the Reminder Type to Internal Approval
- Set the timing, assignee and description as you would for any reminder.
- Select an Approver. This field only appears once the reminder type is set to Internal Approval.
- Click Save.
Creating the reminder is otherwise identical to any other track reminder. For the general steps, see Admin, Settings & Other Lists: Tracks: Creating and Editing Tracks.
How Does an Approval Request Get Approved or Rejected?
When the step comes due, the approver is notified by email and can either approve or reject the request. Both outcomes are recorded, along with the communication history, so there is a clear trail of who decided what.
⚠️ Please Note: Super Admin users can approve or reject any approval reminder, even when they are not the nominated approver. This is deliberate, so an approval is never permanently stuck because one person is unavailable.
What Happens While a Task Is Awaiting Approval?
The track pauses. Steps after the approval reminder do not release until the request has been answered, which is what makes the sign-off enforceable rather than advisory.
If a track appears to have stopped partway through, an unanswered approval reminder is the first thing to check.
❓ Frequently Asked Questions
Our track has stopped and no new tasks are appearing. Why?
Most likely an Internal Approval reminder is waiting on a decision. Later steps stay paused until it is approved or rejected. Check the track on the record to see which step it is sitting on.
Can someone other than the nominated approver approve a request?
Yes. Super Admin users can approve or reject any approval reminder regardless of who it was assigned to.
What happens if a request is rejected?
The decision and its history are recorded against the record. Whether the work is revised and resubmitted is a matter for your agency's process rather than something Rex enforces.
Who gets notified?
Both the assignee and the approver receive an email when a request is made and when an approval is given.
Can I add an approval step to a track that is already running?
Editing a track applies to future use. Tracks already in progress keep the steps they had when they were applied.